The event tracker is the host-facing tool for running live event sessions. The landing page is a date-scoped picker that lists every booking on a chosen date, plus any incomplete forms a host has saved as a draft, so the host can pick where to begin.
Getting started
Navigate to Events > Event tracker from the sidebar.
How it works
The tracker has two modes that change what the session UI looks like once a host opens a booking:
| Mode | What the host sees |
|---|---|
| Simple mode | A streamlined single-page form for quickly recording the result of a finished session |
| Advanced mode | A step-by-step wizard with a live timer, an in-room display panel, optional customer-screen mirror, photo capture, and a final review step |
Pick the mode in Event tracker settings. Both modes use the same landing page documented below to pick which booking to track.
Step-by-step guide
Pick a booking to track
- Open Events > Event tracker
- The page header reads Events for [date] for a single date, or All incomplete forms when you toggle to draft view
- Use the date picker (or the Today pill) to pick a day. The list updates to show every booking on that date
- Each row shows the event name, start time, host (if assigned), and a customer count badge. Hover the count to see the customer first and last names
- Click a row to open it in the tracker
- The session opens in either simple or advanced mode based on your Event tracker settings
Filter the list
The toolbar has two filter popovers:
| Filter | Behavior |
|---|---|
| Event | Multi-select. Pick one or more events to filter to. Title: "Filter by event" |
| Staff | Multi-select with an "Unassigned" option plus every team member. Filter to bookings hosted by specific staff or unassigned |
Pick filter values and the list reloads. The empty state reads "No upcoming bookings today." or "No bookings match the selected filter." depending on whether filters are applied.
Open a draft form
A draft form is a partially completed tracker session that the host saved without finishing. Drafts are shared so any host can pick one up.
- Switch the page to draft view (the header changes to All incomplete forms)
- The list shows every saved draft with the event name, draft name (or "Empty draft"), booking date, booking time, and created/updated timestamps
- Click a draft to resume editing it
- Use the trash icon on any draft to delete it. There's no confirm prompt; deletion is immediate
Resume an in-progress session
- From the bookings list (date view), an in-progress session shows up alongside upcoming bookings on the same date
- Click the row to resume the session in whichever step the host last saved at
Start a session for an unscheduled event
If a customer walks in without a booking and you want to track their session:
- From the date view, click the appropriate "New form" or "Add new" control
- The form opens with the event picker and date/time inputs
- Fill in the basics and continue into either simple or advanced mode
(The exact entry point depends on your tracker settings; some venues hide this for stricter scheduling discipline.)
Reference
Toolbar
| Element | Purpose |
|---|---|
| Date picker (mobile + desktop) | Pick a specific date to scope the bookings list |
| Today pill | One-tap return to today's bookings |
| Event filter | Multi-select popover to filter the list by one or more events |
| Staff filter | Multi-select popover including an Unassigned option plus every team member |
| Reset all filters | Refresh icon that clears every filter |
Bookings list (date view)
| Column / Element | What it shows |
|---|---|
| Game name | Event name in the primary color |
| Start time | Booking start time |
| Customer count | A "x[N]" badge showing the number of waivers signed; hover to see customer first / last names |
| Staff | Assigned host(s); shows blank if unassigned |
| Open / Edit controls | Inline edit fields for start time, team name, hint count, breaks, custom completion time, plus toggles for completed, corporate booking, and email-on-completion |
Draft list (incomplete forms view)
| Column / Element | What it shows |
|---|---|
| Event image | Thumbnail of the event the draft was started on |
| Draft name | Custom name or "Empty draft" if none set |
| Booking date | Date of the booking the draft is attached to |
| Booking time | Booking start time |
| Created / updated timestamps | When the draft was first saved and last edited |
| Delete | Trash icon (immediate delete, no confirm) |
Empty states
| State | Message |
|---|---|
| No bookings on the selected date | "No upcoming bookings today." |
| Bookings exist but filters exclude all of them | "No bookings match the selected filter." |
| No drafts saved | Notes icon + "No drafts yet" + "Click New form above to start tracking an event" |
Good to know
- The landing page is date-scoped. Use the date picker to look ahead or back. There's no week/month view; the tracker is designed around running today's events.
- Drafts are shared across hosts. Anyone with tracker access can see every saved draft. This is intentional so a teammate can finish a session a colleague started.
- Drafts auto-persist as the host types. There's no explicit "save draft" button required during a session. Closing the tab won't lose data.
- The customer count badge on a row is based on signed waivers, not the booking's group size. A booking with 4 group size but only 2 waivers signed shows "x2".
- The Staff filter has an "Unassigned" option for bookings with no host. Use it during morning check-in to assign hosts to unassigned bookings.
- Switching between Simple mode and Advanced mode in tracker settings doesn't migrate existing draft data. A draft saved in advanced mode keeps its advanced-mode state even after a mode switch.
FAQ
Q: Which tracker mode should I use?
A: Simple mode is fastest for venues where the host records results after the session ends. Advanced mode is the right choice when the host actively runs the session from the tracker (live timer, in-room display, customer screen mirror, photo capture, etc.). Most operations-heavy venues use advanced mode.
Q: Can I switch between simple and advanced mode?
A: Yes. Open Event tracker settings and switch modes. Existing event history isn't affected; only future sessions render in the new mode.
Q: A teammate started a session but didn't finish it. How do I pick it up?
A: Open the tracker, switch to All incomplete forms view, find the draft, and click it. You can finish or edit the draft regardless of who started it.
Q: I deleted a draft by accident. Can I recover it?
A: No. Draft delete is immediate and permanent. Drafts that have been saved long enough to flow into event history are recoverable from history, but unsaved drafts are gone.
Q: The tracker shows "No upcoming bookings today" but I know we have a booking. Why?
A: Check the date picker; you may be on the wrong date. If the date is right, check the Event and Staff filters and click the reset icon to clear them.
Q: How do I assign a host to a booking from the tracker?
A: Use the inline edit on the row to set the host. The change syncs to the booking record so it shows on the calendar too.
Q: Where does the tracker data go after a session ends?
A: Completed sessions flow into the Event history list and the Event details view for that session. Reports, leaderboards, and the Custom fields report all read from there.